Qualtrics

Qualtrics

The University of Texas at Tyler (UT Tyler) utilizes Qualtrics as the university-designated survey platform for academic, administrative, and research-related purposes in support of the University’s strategic priorities. Qualtrics is available to all active faculty, staff, and students at UT Tyler. The use of Qualtrics is is subject to the terms outlined in the acceptable use section.

Qualtrics Sign-In

 Administration

Office of Continuous Improvement and Accreditation (OCIA) staff serve as the Qualtrics Brand Administrators (Brand Admins) for UT Tyler. Brand Admins exercise administrative authority over all user accounts within the organization and determine which platform features each user may access. Additionally, Brand Admins add or remove user accounts, monitor account usage, and transfer surveys when needed. UT Tyler permits only one active Qualtrics account per user.

Brand Admins provide general login support and assistance with project transfers; however, they are not responsible for providing Qualtrics technical support or platform training. Qualtrics provides 24-hour Support via phone, email, or chat.

Qualtrics Acceptable Use

By using Qualtrics, you agree to adhere to the following terms, all federal, state, local, including federal laws for copyright and privacy, and all University rules and policies.

• The survey service may not be used for personal or commercial gain.
• Users must avoid excessive use of the Qualtrics Mailer. Excessive use is defined as use that is disproportionate to that of other users, is unrelated to academic or employment-related needs, or that interferes with other authorized uses. Users accept responsibility and liability related to the creation and distribution of the survey.
• Faculty and Staff who approve student accounts are expected to give general oversight of acceptable use of Qualtrics among approved students.
• Qualtrics users will protect the privacy and confidentiality of human subjects, students, employees, and other institutional information as required by the Family Educational Rights and Privacy Act (FERPA).
• Users will abide by applicable University policies, Qualtrics, State, Federal policies and laws, including, but not limited to the following:
  • UT System Information Resources and Security Policy
    UT Tyler Information Technology Acceptable Use Policy
  • Human Subjects Research (IRB)
  • UT Tyler Copyright Guidelines
  • UT Tyler Brand Identity
  • Qualtrics General Terms and Conditions

Access

Faculty and Staff Accounts

Faculty and Staff access Qualtrics via UT Tyler single sign-on (SSO):

1. Go to the Qualtrics sign-in page
2.  Select UT Tyler Authentication.
3. Enter your UT Tyler email and password
4. If you encounter any issues with SSO, please visit HelpNow and create a Qualtrics Access Request ticket under the Accounts & Access service category.

New Student Accounts

Students have access with the approval and supervision of a UT Tyler faculty member or staff. UT Tyler faculty or staff supervisor initiates the creation of student accounts:

1. Create a Qualtrics Access Request ticket in HelpNow under Technology Services, Accounts & Access service category, and Qualtrics. 
2. Include the full name and UT Tyler email address of each student requiring access or upload your course roster as a file. 
3. Instruct the student(s) to log in via UT Tyler SSO following the steps outlined above.
4. If you encounter any issues with SSO, please email us at qualtrics@uttyler.edu.

Shared Accounts

Qualtrics accounts using a shared email are no longer permitted. Each user must maintain an individual account and log in using SSO. Offices currently accessing Qualtrics through a shared email should take the following steps:

1. Determine ownership of the data associated with the current shared account. The user designated as the owner should follow the steps above under Faculty and Staff Accounts. This will merge the shared account with the individual account.
2. Request that staff create individual Qualtrics accounts following the steps under Faculty and Staff Accounts.
3. The survey owner adds staff as a collaborator on each survey.

Survey owners who are leaving the university should email qualtrics@uttyler.edu to identify the new survey owner(s) and request that surveys be transferred.

Account Deactivation and Archived Data

• UT Tyler’s Qualtrics system disables and archives accounts that have been inactive for more than 365 days. Archived accounts and associated survey data remain stored. Users may request reactivation by submits an account access ticket through HelpNow.
• When an individual is no longer employed by the university, their credentials are disabled, and access to Qualtrics through SSO is removed. 
• Student accounts expire annually on August 31 and may be renewed upon re-enrollment. 

Training and Technical Support 

Users are encouraged to utilize the following resources:

• Institute of Higher Learning: Learning Journey

Highly recommended for first-time users, this free Qualtrics course offers a structured introduction to the platform. Get proficient in advanced research and analytics tools on Qualtrics and learn about best practices in research methodology.

• UT Tyler Research Design & Data Analysis Lab

Provides expert guidance to students, faculty, and staff in developing research designs and methods and conducting data analyses that are based on quantitative, qualitative, and mixed-method approaches.       

• Qualtrics XM Basecamp 

Qualtrics online learning platform features self-paced, on-demand training courses and instructional videos.

• Qualtrics 24-hour Support 

Access technical support anytime through the Qualtrics Customer Hub by clicking the question mark icon within the platform.

Disclaimer 

Any views and opinions expressed are strictly those of the survey's primary author. UT Tyler will not be liable for any damages of any kind arising from the use of or inability to use Qualtrics Survey Software. The user expressly agrees to use Qualtrics Survey Software solely at their own risk.